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CHAPTER 5 - Coggle Diagram
CHAPTER 5
- Geographic records management
- Need for geographic filing:
Storing & retrieving records in alphabetic order by location.
- Geographic filing method:
Tailored to fit the need of the org.
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- Geographic file indexes:
specific items contained within larger body of info.
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- Expansion of the geographic file:
readily adaptable & can reduced & expanded with relative case.
i) When to expand:
- Increase volume of Incoming & outgoing records processed for filing.
- Overcrowded folder.
ii) How to expand:
- Space for expansion is anticipated at transfer time.
- Free space is left in every file drawer & on every shelf section.
- Can used to identify sections.
- Advantages:
a) Ability to group bus. activities by location.
b) Operations relating to specific location filed together.
c) Easily accomplished by moving entire group.
- Disadvantages:
a) Need time to prepare & maintain it.
b) Must know geographic location/index must be created.
c) Guide & folder arrangements for large systems.
- Geographic filing procedures.
i) Storage & retrieval:
- Inspect.
- Index.
- Code.
- Cross-reference.
- Subject records management
- Need for subject filing:
a) Alphabetic system of storing & retrieving record.
b) Recommended when range of topic is broad.
c) Appropriate for catalogs, clippings, correspondence, inventory list.
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- Subject filing procedures:
a) Inspecting.
b) Indexing.
c) Coding.
d) Cross-referencing.
e) Sorting.
f) Filing.
g) Retrieving.
- Subject code:
a) Top right corner of record.
b) First letter of the word & next 2/3 consonants in word.
c) Recognizable as abbreviation.
- Subject filing- advantages:
a) Easier to remember.
b) Related records are easy to find.
c) Related records not scattered throughout files.
d) Easily expanded by adding subdivisions to main subject titles.
e) Appropriate for storing large volumes.
f) Security is provided.
- Subject filing- disadvantages:
a) Main subject title & subdivisions overlap.
b) Difficult to select.
c) Inconsistent subject coding.
d) Not remember exact titles.
e) Planning & maintenance are required to assure.
f) Subject filing is expensive.
g) Create subject titles to assure that logical subject are selected.
h) Indexing, coding & cross-referencing take more time.
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